## I**~** <i!i!JF .z>.. .J!!;!.. /!!>. /!!!..J!!!.**~** TEL: (907) 443-5231 • FAX: (907) 443-4452**%~""'** 

# I SERVING TNE June 12, 2012 

# I**Vl~l.AGES** OF: BREVIG MISSION
'COUOOL

# ::~;D~~~":a~~::;:~inislrator

# II N

# ~h~.i5

# ~~:-~-~-Eo_E____,__

# ~::~:~~::~u~le~tt~a~.b~o~u~r~ne~@--a-la-sk_a_.g_o_v ____________________________

# ~---c ...

# j-~~~~~i}:i~~~L;~:J---- GAMBELL ::::::J(=::; ,-)**~J;) ~;:~~:).~':·;~.~·** **~,...,** GOLOVIN Scope ofWork for 2013 Designated Legislative Grant to Kawerak, Inc. for 50%

### E~Mati5",.::.. ' KING ISLAND SU:

------ ----- KOYUK QeaF-Ms-.--BOUI"Ile-'--.

### ------------------------------------------------~------------- MARY'S IGLOO NOME SAVOONGA SHAKTOOLIK SHISHMAREF SOLOMON STEBBINS ·ST. MICHAEL TELLER UNALAKLEET WALES 'WHiTE MOUNTAIN Below is the Scope of Work, Timeline, and Budget Narrative for the 2013 Designated Legislative Grant to Kawerak, Inc. for the 50% Match to the federal Essential Air Service Program for Diomede: SOW: J<awerak will provide $190,476 to the federal Essential Air Service Program for the sole purpose of providing a 50% match toward the EAS subsidy for Diomede, AK. The EAS Program will issue requests for proposals and enter into a contract with an air carrier to secure regularly scheduled air passenger service. The EAS will provide a SO%

### matc~he $190,479, makinga total of $380,952 available for the subsidy. 

### ·:lrO .Timeline: The proposed timeline is to provide the funds to the Essential Air Service within one month of Kawerak's receipt 

### offunds from the State ofAlaska
.

. Budget Narrative: Contractual Services: $190,476: Kawerak will provide these funds to the Essential AirSer.v.ice within

... ··,,--··· -.··· •' . one motith Of receiving the grant agreement." The funds will go toward the required 50% match for EAS subsidy 

### for Diomede. Indirect: $9524: The indirect costs are 5% of the $200,000 grant award. Total: $190,476 

### +$9524:::: $200,000
Enclosed is the completed Signatory Authority Form. Ifyou have any questions, please contact me at 907-443-5231 or via email at mbahnke@kawerak.org Sincerely, KAWERAK, INCORPORATED

Melanie Bahnl<e, President Enc: Signatory Authority Form

# I' I i I 

### l I 

## I 

## I Department ofCommerce, CommunityJ and Economic Development Division ofCommunity and Regional Affairs

- Grants Section 211 Cushman Street, Fairbanlts, AK 99701-3110

Grantee

### Name:

# Dal~ft Z 

### J 

## I "2._ 

### Kawerak, Inc. Regular Eleltion held (if

### agplicable):**T.elephone-I~umbcr-:** V\.; 

### tL 

### (907) 443-5231**Gr~p~ee** 

### Contact**Perso~:** 

# CnmmW\\-\v\**S~trvlu** 

# ... "> FaxNumber:



### .**~n** 

## t-\ 

# J'l\i**~!\SKI** 

## \fP

.(907) 443-4452 Mailing Address: I E-mail Address: -·**····~·-----·-~**



### P.O. Box948**·vm;~~\s\Z~ @K£l~eretl'<.** **~**

- City, State, Zip Code:- - 

# .. 

# ·- -Federal TaxlD#:· ·- ·· · -- · ·- --- . - -- ·--· . -**-~unm;-~~~7U2~0948** 

### 92:0"047009

. :.',·'.;
.. Printed 

### Name: Title: Signature: Signature:



### :**r~~ifd~~~i8g:Grar}t_ce:Employees/0~tl~e~s.:lii.e aiit)t(}r~ed:to**  

### ·sign 

### financhtlreports·

### ami·requests for reimburs'cments,**;:~j~!~~ ,r:~_;r:?~r•~'-t9;b~'s~~~tt(!d·** 

### J#on'tll!Y·

## ot quartetily (I

### ':Iring the·life ()ftlifs,gr:ant:
. -. · · Printed Name:

Si

This signatory authority is conveyed by , the Chief (Name) Administrator of

# --'-~-=>Cl~W..-:..:>.C-Q,--'•a,_..t'+:~:,....;''--'=\**V,_,\~(~,..'--.-------** , this 

## .i:z1h_ day of 

## '}l-uJf ,20 \ 

### z.._ (Grant Recipient)
Please indicate 

### your preferred method 

### of submitting financiaVprogress reports: 

## 0 Monthly Reporting.
1 Quarterly Reporting Printed Name/Title 

# .9 (

Re1•. 412012

### Melanie Bahnke From: Sent: To: Subject: Attachments: I.**CategQrie~::** Good afternoon, 

### Melanie. Bouma, Pauletta A (CEO) [pauletta.bourne@alaska.gov] Tuesday, June 

### 12, 2012 3:33PM Melanie Bahnke Designated 

### Legislative Award Award ltr.pdf; FY13 DL GRANTEE HANDBOOK-FINAL.pdf 

### PurpiE't Category


### t----+he-attac;hed-G>esignatee-b.egislative-award-letter-wlll-be--plaeed-ln-today!s-mall-.

-------------- Please let me know if

### you have any questions afterreviewing the attachments.



## I· I I

### will be 

### out of

### the office forthe rest ofthe week. Thank you, Pauletta Pauletta Bourne, Grants Administrator II Department of Commerce, Community and Economic Development Division of Community and Regional Affairs 211 

### Cushman Street Fairbanks, AK 99701-4639 

### Phone: 907-451-2721 

### Fax: 907-451-2742 Website:**~Qmmerce.state..akJJ..sldi;.a**



## ....

# I S'l'ATE OF ALASKA Dl!l'ARTMENT OF 

## I. 

# COMMERC.E Sean Parnell, GoJ'ernor Su.9al1 ,Jr. Bell, Commilu;la.ner ScottRuby, Director

June12,2012 COMMUNITY AND ECONOMIC DEVELOPMENT**--~** 

# __..,_,.**-~**.....

# _,_ ...,,_



# __**·~·**... :OMslon ofCommunity and Regional Affairs Grants Section

Melanie Bahnke, President Kawerak, Inc.**}------~l!.O.--BG~-948--------------------------** 

# i

'



### l· Nome, AK 99762 

### RE: FY 2013 Designated Legislative Grant

__________Dear.Ms._Bahnke:
______ I 

### am pleased to notifY you the Kawecalc:, lnc. has been appropriated a FY 2013 Designated Legislative Grant perAS 37.05;.316 (Grants to Named Recipients) for the purpose ofAdministration and 50% match to the federal Essential

### Air Service program for the 

### City ofDiomede. 

### The 

### amount ohtate funding for**thi~·** grantis $200,000.00. In order to receive grant funds a grant agreement must be executed. Please provide the followiq:g information within 30 days;


### • A scope ofwork for this project which includes a briefproject description, proposed titneline and budget narrative.
• Completed Signatory Authority Form The enclosed 

### Designated J,.egislatil!e Grantee Handbook should**answe~** any 

### questions you have
. 

### regarding

### gra~t 

### management and

### u~e ofgrant funds. Upon receipt ofthe requested info1'1nation, I 

### will prepare and send the gtant agreement for signature. Congratulations on this grant award. I look forward to workingwith you to ensure the success ofth.is project 

### Ifyou have any questions, please contact me via phone at(907)**451~2721** or email pauletta.bourne@alaska.gov.

# ~w~ Puuletta Bourne Grants Administrator II 

### Enclosure (3)
211 C\tsbman Street, Fairbank&, Alaska 99701-4639 Fmc: (907) 451·2742**Te:~;t** Telephone: (907) 465·5437

Website: http://www.commerce.almlka.gov

### Idca

### Melanie Bahnke From: Sent: 

### To: Cc: Subject: 

### Thanks! Kevin.Adams@dot.gov Tuesday, May 29, 2012 11:55 AM rich.sewelf@alaska.gov; Melanie Bahnke scott.ruby@alaska.gov; Dennis.DeVany@dot.gov RE: EAS at Diomede

We 

### will try to issue an RFP on Little Diomede ASAP once 

### we have t11e letterfrom the state of Alaska indicating that funding 

### is available. We will 

### undoubtedly want 

### to set up some sort 

### ofescrow ofthe states' funds, so 

### that once 

### we**issu~** 

### a carrier-selection order/contract and the carrier bills 

### us, our billings Department 

### can just cut 

### a check to the carrier 

### (which they have agreat deal of experience doing). 

### Also, we have to abide by the law requiring 

### a strict 50-50 match. At 

### any time anyone may give me a buzz regarding any question, and Iwill try to answer. 

### Best, l<evin Adams 202-366-1047 

### From: Sewell, Richard 

### E {DOT) [mallto:ricb.sewelf@alaska.gov] Sent: 

### Tuesday, May 29, 2012 3:22 PM 

### To: Melanie Bahnke 

### Cc: Ruby, 

### Scott (CED)i Adams, 

### Kevin 

### (OST) Subject:·RE: EAS 

### at Diomede 

## Melanie I was mistaken. You're right, it flows through DCRA, and the division director is Scott Ruby. I understand the funding would be available July 1st. 

## Kevin Adams.will manage the RFP for EAS. I'm copying both of them with this email. It's my understanding that EAS will write and publish the RFP for flight services to Little Diomede, EAS would select the air carrier, and EAS would pay the air carrier directly for flight services. Kevin said they can begin the RFP process as soon as he receives letters from DCRA and Kawerek, Inc. stating how much match funding would be available and when it would be available. The RFP would state the upper amount available depending upon how much match funding would be available to EAS. I stand ready to help in any way I can. Regards RichI 

# --- ----------------------------·--· Rich Sewell, MBA, CM- A viat.ion Policy Planner Division ofStatewide Aviation, Alaska DOT&PF PO Box 196900, Anchorage Alaska 99519

l.__

---- --· 

## I. ...,_________.....**A~··--~--··-. ·-·····.,..,·~AWJWIA"M/oY---Y** 

### .....**,,._.,,~··V"O•W."-\W,-.W..,.,'<o,** ...,.,,.,....,,'M"'-""''•'"-·"'W/mqi,..,.,..OY,.,,O
......,...........**...,~**...**Y-"--Y'Y''MV..,"""""'-""'"""""''Wl"''"--·--·-~··'"'"'-·--··** 1

1 1 

### From: Melanie Bahnke [mallto;MB§hnke@kawerak.Qrg] 

### Sent: Tuesday, May 29, 2012 9:15AM f To: Sewell, Richard E (DOT) 'i Subject: RE: EAS 

### at Diomede

--.---- ---- ···-**--~-----** -**·~---·** ----·------- ----- -------- ---------------------- ··--·--·· ----- --·- 

## I Tl1a111<SR1Chara:Thave yet rohear about accessmg tne tunClS;TI1eard1ney would roll through DCRA- 

### will make contact ' to find outthe process to access the funds. Hopefully It's not some crazy bureaucratic process. Melanie 

### From: Sewell, Richard E (DOT) [mailto:rlch.sewell@alaska.gov] 

### Sent: Wednesday1 May 23, 2012 2:06 PM To: Melanie Bahnke; Melanie Bahnke Subject: EAS at Diomede 

## Melanie Congratulations on getting the $200,000 grant through the legislative process; that's no easy task. I got**~n.~mail.from** 

## the.Kevin Adams at the EAS program, and 

# qe asked**rn-~~i.tJknew** 

## the status ofthe match funding request for EAS 

## at Diomede. I told him the funding was in the budget that was signed by Governor Parnell, but I didn't know anything more as it is a grant to Kawarek, Inc. through Dept of Admin. I said I'd pass along his contact info to you although you probably already have it. (202) 

## 366-1047. Also his email is kevin.adams@FAA.gov. Regards Rich
Rich Sewell, MBA, CM

- Aviation Policy 

### Planner Division ofStatewide Aviation, Alaska DOT&PF PO Box 196900, Anchorage Alaska 99519 · 

# v 907-269-0725 1**~** 907-269-0489 Email: ricb.sewell@alaska.gov 

### Web: dot.alaska.gov/airport-portal.shtmI 2

# DES( '.J:Gy··

# ~N-: r

# ~TED'

# '

# LEGJST**~TIVE·** 

# ,

·.; 1

/ •... : .·.·'·
... i_
. • __ 

# 11
. ........./
..............·· .. ,.Lll
.......... , 

# GRAN:,T**pn~o·-** 

# .G: .RAM: j
... ··.,. /. 

# _· ............**1~** 

# .· .J ..•........ · ..



# GranteeHandbook Division ofCommunity and Regional Affairs

State ofAlaska Department ofCommerce, Community, and Economic Development



# ------------ I-' 

# ·.DIVISION OF COMMUNITYAND REGIONALAFFAIRS 

# **fA** Table ofContent§ Introduction.................................................**~·············································································** 

### 5 

### Important website linl<:::s....................................................... t ••••••••••••••••••••••••••••••••••••••••••••••••••••••

### 6 

### PART 1 ................................................................4 ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••

### 6 Program Infonnacion
.....................................................................................................................................................6 Types ofDesignated Legislative Grants
......................................................................................................................... 7**1---------~Resttlctlon** ontJse
.............................................................................................................................................................. 7 Grant Notification
.............................................................................................................................................................. 7 Grant Tenn
........................................................................................................................................................................... 7 Signatory Authority
............................................................................................................................................................ 7 Grant Agreement
.....................................................................................................................................**~·**.......................... 8

---·--- ·--**-~··Waiver-of-Sovereign-Immunity~~.~~:-.-;;~;·.-.~.-:-::=.~~.-:-;-.-,~~-.-;~~~.~;~·.·.~·:**..**~~.~:.~**..**:;:::::-::·~:~~-** ..**-.-;;.;;~-;;.~.~~:::~:**

## s-----··- Financial/Progtess Reports
.............................................................................................................................................. 8 PART 11 .......................................................................................................................................8 The GrantAgreement
...................................................................................................................................................8 GrantAgreement Cover Page
.......................................................................................................................................... 8 Attachment A- Scope ofWork
...................................................................................................................................... 9 Standard Provisions
............................................................................................................................................................ 9 Recotd I<eeping & Reporting Requirements
........................................................................................................... 11 Allowable Program Costs
............................................................................................................................................11 Allowable Adrrrinistration Costs
................................................................................................................................12 Payment Method
.......................................................................................................................................................... 13 CostReimbursable
........................................................................................................................................................... 13 Electronic Funds Transfer and Payment Inquiry
........................................................................................................ 13 Advances
..........................................................................................................................,................................................. 13**TechnicalAssist~ce** ....,.................,........................................................................................................................,..**~**....14. On-Site Visits, Monitoring and Technical Assistance
................................................................................................ 14 

### PART III .......................................,...............................................................,........................... 14 Contracts and Subcontracts
........................................................................................................................................ 14 

### -I Site Control
................................................................................................................................................................... 14 ! Insurance
........................................................................................................................................................................16 Labor Standards
............................................................................................................................................................ 16 ForceAccount
................................................................................................................................................................... 17 Contracted Labor and Current Prevailing Rate ofPay
.............................................................................................. 17 Vohmteers
.......................................................................................................................................................................... 18 FireMarshal
................................................................................................................................................................... 18 Pennits
........................................................................................................................................................................... 19 Potential ProjectPe11nit Requirements
......................................................................................................................... 20 Ptocurement..................................................................................................................................................................22 Audit Requke.tnents
.....,................................................................................................................................................23 Designated Legislative Grants

- GRANTEE HANDBOOK (revised May 2012)DIVISION OF COMMUNITYAND REGIONAL AFFAIRS

# **~** Single Audit
.......................................................................................................................................................................23 Performance .Audit
...........................................................................................................................................................23 Audit Findings
................................................................................................................................................................... 23 PART IV....................................................................................................................................24 GrantAdministration Basics
......................................................................................................................................24 PART V
...................................................................................................................................26 t-------'G.tant-Closeout-
........................................................................................................................................................................26---- Reapp.topriation
............................................................................................................................................................26 Changes in Purpose
......................................................................................................................................................26 Language Amendment
.................................................................................................................................................26 Lapsing Grants and Extensions
.................................................................................................................................26 Sutn.tnary
........................................................................................................................................................................27 PART VII .....................................................................................................................................27 Appendices
....................................................................................................................................................................27 Financial/Progress Report Instructions and Samples
................................................................................................ 27 Financial/Progress Report Form
................................................................................................................................... 27 Electronic PaymentAgreement Form
..........................................................................................................................27 Request for .Advance Payment Form
............................................................................................................................ 27 W-9 Fo1m (applicable for new grantees and change ofaddress)
............................................................................. 27



### ,. 

# ..

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012)DIVISION OF CoMMUNITYAND REGIONALAFFAIRS

# **~** I INTRODUCTION 

## I Congratulations! Your organization has been appropriated a Designated Legislative Grant. In orwto

1 -- __ J:eceiv:e-funds,-a-grant-agreement-must-be-executed-with-the-Department..of-Commetce,-Community:,-and- ·-·-- .. Economic Development, Division ofCommunity and Regional Affairs (DCCED, DCRA). You have been assigned a grant administrator (GA) in the Anchorage, Fairbanks, orJuneau offices. We 

### will tty to keep your paperwork to a minimum, explain the rules and regulations, and assist you in meeting the project 

## I requirements. Regional supervisors are listed below.**~-------Aficliotage** GtaiiKQffice --------------·-·· 

# _____**___;~~~-~~~~~~------------------------·-··-** -·· 

## I Debi Kruse, Grants Administrator 

### III 

# I Ph. 

### (907) 269-8131 Fax (907) 269-4066 550 W. 7th Avenue, Suite 1640 Anchorage, AK 99501-3569 

### Fairbanks Grants Office Janet Davis, Grants Administrator 

### III Ph. (907) 451-2746 Fax (907) 451-2742 211 Cushman Street Fairbanks, AK 99701-3110 Juneau 

### Grants Office JoleneJulian, Grants Administrator 

### III Ph. (907)- 465:4758 · Fax (907) 465-5867 P.O. Box 110809 Juneau, AK 99811-0809

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 5DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~**
IMPORTANTWEBSITE LINKS www.commerce.alaska.gov This site offers information on programs and services available through our department. bttp; 

### II commerce.alaska,goy/dcaL This site offers information on programs and services available lhrough our division.

, http;l/commerce.alaskfl.goyldca/apps/egtantsonline/ [ The above link is eGrants Online. This database provides grant information on several different grant

### ~**--=~**

# - progra= •ilmml""'e(fi))JJCRA. A 

### !YloJial is provided_tQ
..

### ~s4m=Jtli**genotatlng~thunost"'ff,m,e_ ~~-**  report to meet yourneeds. Data is presented in a user friendly format. The database includes information such as community name, grant number, grantrecipient, project name, grant status, grant type, grants administrator, award amount, disbursed amount, remaining amount, and house district. Another helpful [ service on this site is the ability to download the grants information in an Excel spreadsheet format. 

# I http: 1/fin.admh}.state.al-..uslaa:pvis/index.jsp 

# ! This is the State ofAlaska Electronic Payment Inquiry website. This site allows vendors (grantees) who are 

### i enrolled to receive electronic payments from the State ofAlaska 

### to view information about payments. If 

# i grantees are not currently set up to receive electronic payments itis possible to sign up for this service by \ completing an Electronic PaymentAgreement Form. To access !he system you will need to know the vendor number that has been assigned to you in the Alaska Statewide Accounting System (AKSAS). Please contact your grants administrator for this number.

I ·I 

### http:

### I {commet·ce.alaska,gQv{CBP{Main{CBPLSears;b.aspx?mode=Name This is !he website for the Division ofCorporations, Business and Professional Licensit1g search database and provides access to thousands oflicens-e records as a service to the public. The dep·attment utilizes' this website to conf1rm that grantees are legal entities registered to do business in the State ofAlaska and are in active status, a requirement that must be metprior to entering into a grant agreement with each grantee. 

### http://www.commerce.alaskf!.gQv{dca/LOGON/home.cfm The Local Gover11ment Online website is intended to provide information onhnportant local government issues, such as: duties and responsibilities ofelected officials, holding public meetings, financial management, grant management, personnel management, payroll, ordinances; conducting elections, municipal government structure, incorporation, annexation, tribal and municipal agreements, water and sewer utility management, and much more. 

## PART I PROGRAM INFORMATION Communities and organizations seek fut1ding from their state senatots and represe11tatives for identified capital projects. Appropriations are included in the Capital Bill by the legislature at their discretion, with Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 6DIVISION OF COMMUNITYAND RE-GIONAL AFFAIRS 

# i:rh:·:fA;fctr
final approval required by the governor. Under the governor's discretion, project funding may be reduced or vetoed entirely. The department manages the Designated Legislative grant program under the provisions ofthe Alaska Statutes (AS). The statutes that pertain to this program ate listed below: • AS 

### 37.05.315 Grants to Municipalities
1 • AS 

### 37.05.316 Grants to Named Recipients I • AS 

### 37.05.317 Grants to Unincorporated Communities L__
________________**~~~~~~~~~--~~~--~~~---------------------------------------**

' 1 • AS 

### 37.05.318 Further Regulations prohibited • AS 

### 37.05.325 Definitions for AS 

### 37.05.315-37.05.317 

# I

i • AS 

### 37.25.020 Unexpended balances ofappropriation for Capital Projects Alaska Statutes are codified laws enacted by the legislature. The most current statutes can be found on the Alaska State Legislature website: 

### http://www.Iegis.state.ak.us/basis/folio.

### asp

# F~=~~~-dD~.~~~·~~**=~=~----------------~~~ Th~**  types ofprojects eligible for funding may include: • feasibility studies • coi1struction projects • building improvements and upgrades • design and engineering • land acquisition • equipment purchase, upgrades, or repairs 

### Restriction on Use Under the provisions ofAS 

### 37.05.321 grant funds may not be used to influence legislative action, which is defmed as "promoting, advocating, supporting, modifying, opposing, or delaying or seeking to do the same



## ..**~!fl** respect to any legisl!'tive ac;tiov, but doeey, no,t**indud~** the provision or US!! ofinforma_tiop,,statistics,

studies, or analyses in written or oral form or format." Grant funds may not be.used for th·e purposes of travel in connection with influencing legislative action. Grant 

### Notification After the grant is awarded, the department 

### will send your organization a letter identifying the information required to prepare the scope of**w~rk** and project budget to be included into the grant agreement. 

### ·GrantTerm

Grant Agreements are generally written for a term offive years, usually beginning onJuly 

### 1 and terminating 011June 30. For example, a grant awarded for Fiscal Year 2013 would have a term fromJu.ly 1, 2012 toJune 

### 30, 2017. Please be aware thatreimbursements cannot be made for expenditures prior to the effective start date ofthe grant agreement. 

### Signatory Authority All eligible entities for this program must have a current Signatory Authority form on file with the department and in their grant ftle. This form must be signed by the chief administrator. The Signatory Authority form allows the chiefadministrator to authorize othet· staffto sign grant documents, such as the Designated Legislative Grants- Gfu\NTEE HANDBOOK (revised May 2012) 7DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** grant agreement, amendments, and financial reports. The form also identifies grantee contact information, includingmailing address, telephone, fax numbers, and**e~mail** address. A grantee will identify whether they prefer to report monthly or quarterly. Please submit an updated form when ever cha11ges are made. You can obtain a copy ofthis form electronically by contacting your grants administrator. 

### GrantAgreement
. Upon fmal approval by thegovernor, grantees 

### will enter into agrant agreement with the Department of**Gelnm.eree,Gemmunity,ancl-Eeenemie-'Qevelepment-.-ln-1\eeepting"g.r-ant-meney;--th~gr-ante~agrees-to-·-~--** ·-· spend the grant for the purposes specified in the appropriation or allocation. The grantee must establish and maintain separate accounti11g for the use ofthis grant. 

# I Waiver ofSovereign Immunity 

## i Ifthe grantee is a tribal entity, a resolution waiving sovereign immunity

### is required in a form provided by the 

## i-=:_--:-·------ aepartmi:inT.Youcan_ol5fain a**coJ;!yoflliisfOtm~lectronieallfox** contacting_your**~nts** adminiSf.FaTor:-A:
.**~~~=:** · copy ofthe executed resolution should be submitted when the grantee returns the signed grant agreement.



### .... Fihancial/Progress Reports Financial/Progress reports are required on a regular basis, either monthly or quarterly. Reporting requirements are stipulated within each grant agreement. A grantee will identify their preferred method of reporting on the Signatory Authority Fottn. A sample of the financial reporting form, ittcluding instructions, is included in PartVII. You can obtain a copy ofthis form electronically by contactingyour grants administrator. 

## PART II THE GRANT AGREEMENT A grant agreement with the department will include all ofthe provisions and requirements specific to each grant. Whenyou sign your grant agreement, you are certifying 

### that you fully understand and will comply with these [frovisions. · ' _, · - · Elements ofthe grant agreement include: 

### GrantAgreement Cover Page This page contains pertinent grantihformation as follows:
• Grantee

- The grantee listed on the grant cover page is the official grant recipient and fully responsible for this grant. ·
• Grant Number- This numberis assigned by the·department. Please reference this number on all grant forms, correspondence, and when seeking grant assistance. This number will remain the same throughout the life ofthe grant.
• GrantTitle -This is the exact title thatwas approved by the legislature. Itis the official title ofthe grant project at1d cannot be changed.
Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 8DIVISION OF COMMUNITYAND REGIONALAFFAIRS 

# **:SA**

• Grant Amount- This is the amount that was appropriated by the legislature for this project.
• Grant Start Date and Lapse Date- Only expenses occurring after the grant start date and before the lapse date are eligible for reimbursement. 

# • Attachments and Appendices- The grant agreement includes attachments and appendices necessary to comply with grant requirements. It is important to become familiar with these documents. ----,•--Signwtures-::-Efranh-greem-e-rrrs--require[W(")S"igm£m:res:'Thechiefadlfiiritstrator of-tne grantee anathe-

-- signature ofthe approving officer from DCCED. AttachmentA

- Scope ofWork

__________

### Att~chment~ includes

### th~**followin~element~------~~----------------·** _________________ 

# l -**---~~~--.--** -PtojectDescription- Tllls1s a narrative 

### o-ftne proJect oojectives and pU1'pose. TKe grant ___---· ' administrator utilizes information gathered from the grantee and the Total Project Snapshot (TPS)

J to prepare the project description. Grantees are responsible for reviewing the prepared narrative 

# ! before signing the grant agreement. Your signature on the grant agreement indicates that you agree 

## I with this narrative. · 

## I 

# I ' 

# • ProjectBudget

- This section includes the line item budget, showing use ofgrant funds and the total project cost. Questions about the budget should be discussed with your grant administrator. • Budget Narrative -This section stipulates grant funds will be used for purposes stated in the grant agreement. • Project Management /Reporting- This section outlines grantee managementresponsibilities including signatory authority requirements, separate accounting requirements, and reporting · requirements. • Forms Packet- This includes a sample ofthe financial reporting form. Samples are included at the back ofthis handbook. An electronic version ofthis form can be obtained from your grants administrator.

-· · · ' · Standard Provisions Your grant agreement with. the department 

### will include Standard Provisions. Some ofthe provisions are of particular importance and are identified below. 

### Article5. Access to Records "The Department and duly authorized officials of the State ofAlaska shall have full access and the right to examine, excerpt, or transcribe any pertinent documents, papers, records, and books ofthe Grantee, and of persons or organizations with which the Grantee may contract, involving transactions related to the project and this Grant Agreement." Itis important that the grantee maintain complete records on the project to provide to the department upon request. All grant files must be retained for atleast six years from completion ofthe project. In addition, your grants administrator may schedule a visit to review project files, see the site, and take photographs for the grant file. Designated Legislative Grants- GRc\NTEE HANDBOOK (revised May 2012) 9DIVISION OF COMMUNI1YAND REGIONALAFFAIRS

# **~** Article 6. Reports "The Grantee, at such times and in such forms as the Department may require, shall furnish the Department with such periodic reports as 

### it may request pertaining to the activities undertaken pursuant to this Grant Agreement, including the.final close-out report, the costs and obligations incurred in connection therewith, and any other matters covered by this Grant Agreement." · ·

--------------·----···-·- 

### Upon signatute ofthis grant agreement, the grantee is agreeing to furnish the required reports as requested under this grant. 

### Article 10. 

### Program Income ; Program income earned during the award period shall be retained by the Grantee and added to 

### the funds**:=~-=--==-~--==--co1ruilitte<f_to_the. a_ward.and_used_Tor_the.purp_Qs:e_and_under_the_c.otiditiOnuippliCab.Ie_to.Jh:e..us_e_of~wai(.[.:=._---~-** 



### . · funds. 

### Articlu 11. 

### Amcndmunts andModijkations "The Grantee or the Department may request an amendment or modification ofthis Grant Agreement. However, such amendment ormodification shall not take effectuntil approved, in writing, by the Department and the Grantee." Ifthe grantee wishes to make changes to the project in any way, it is necessary to request approval in writing from your grants administrator. 

### Article 13. 

### Obligations Rugardt'ng Third Parry

### Relationships "None of the Work specified in this Grant Agreement shall be contracted by the Grantee without prior approval ofthe Department. No permission for subcontracting shall create, between the Department or the State ofAlaska and the subcontractor, any contract or any relationship. The Grantee shall'remain fully obligated under the provisions oflhis Grant**Agr~errierrt·notwithstaiidin"g** 

### its • designation ofany third party or parties ofthe qndertaking ofall or any part ofthe project described herein. Any subcontractor that is not the Grantee shall be required by the Grantee to comply with all the provisions ofthis Grant Agreement." Artido 19. 

### TerminatiotJ for Cause "If 

### the Grantee fails to 

### comply with the terms of this Grant Ag1·eement, or fails to i.1se the grant for only those purposes set forth
..." in the grant agreement, the department may suspend or terminate the grant. 

### Jfa grantee is having trouble administering a grant, their grants administrator is available to discuss solutions. 

### Artide 28. Got1erning 

### Law "This GrantAgreement is govetned by the laws ofthe State ofAlaska. The Grantee shall perform all aspects ofthis projectin compliance with the appropriate laws and regulations. Itis the responsibility ofthe Grantee to ensure that all permits required for the construction and operation ofthis project by the Federal, State, or Local govemments have been obtah1ed."

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 10DIVISION OF COMMUNITYAND REGIONAL AFFAIRS

# **~** Artide 30. EqJtalBmpl'!)lment Opportunity (BBO) ''The Grantee may not discriminate against any employee or applicant for employment because ofrace, religion, color, national origin, age, physical handicap, sex, marital status, changes in-marital status, pregnancy or parenthood
..." The grantee must display EEO posters where all employees and applicants for employment can easily view 

### 1 ---- -- --them.-All-solicitations-atTd<rdve:rtis<!mentsfui'elniJloyeenowork on state-I:Uncled projects must statethat ·- · 

### ! the grantee is an equal opportunity employer. The EEO provisions must also be included in every contract l relating to this grant agreement, including those entered into by any ofits contractors, so that those provisions 

### will be binding upon each contractor and subcontractor. 

### Article 32. Operation andMaintenant-e ····-------·· __ _ 

### J_-=::::::_:-_:_ 

### --=__:-::___ "''Tfi.J:oilghPutilie..J.iri.Of:_th:e..pro]:ect,
. .tf:te_Grantee shall

### b~responsible~fot the

### operatio~**~nd-** maintenance- ef- · 

# i any facility, equipment, or·other items acquired under this grant. 

## I RECORD KEEPING 

### & REPORTING REQUIREMENTS The grantee must establish and**maint~** separate accounting for the use ofgrant funds. The use ofgrant funds in any manner contrary to the terms and conditions ofthis grant agreement may result in the subsequent revocation ofthe grant and any balance offunds under the grant. The grantee shall submit a Financial/Progress Report each month or quarterly as approved during the life of the grant agreement. Report forms are due 15 days after the end ofthe month or quarter being reported. 'fhe original report must be certified by an authorized signer and mailed to the department. We cannot acceptfaxed or electronic copies. It is necessary to submit a monthly or quarterly report each reporting period, regardless ofwhether or not any funds have been expended during the period. The progress feport,section inust He completed.on**~acl:i·repott** submitted. This section should describe activity that supports the expenditures during- the period. 

### Ifno activity has taken place, please provide an explanation; ' The gtantee must keep records ofall expenditures related to the grant project and make these available to your grants administrator upon request. Records should include all invoices and bills along with proofof payment (copies ofchecks); copies ofpayroll records including signed timesheets, payroll checks, and fringe benefit costs. Do not submit copies ofsupporting documentation with your P'inancial/Progress Reports unless requested by your grants administrator. ALLOWABLE PROGRAM COSTS Any costs identifiedin the grant agreement scope ofwork are generally allowable and can be submitted for reimbursement. Any questions regarding allowable expenditures under the grant should be discussed with
Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 11DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** your grants administrator prior to purchase. Disallowed expenditures will not be reimbursed with grant funds. ALLOWABLE ADMINISTRATION COSTS Allowable administrative costs are those costs necessary to administer the grant project. Administration costs may not exceed 10% ofthe total award and no more than 5% for equipment purchase. In order to be reimbursed.for administrative costs the grantee must request an administrative line item in the proposed

______budge.t...The grantee is also**re!Juir~<;l** to**r~port** administration in the ptQY:kk.d_budgetlio_citml_Qn.Jhe.
_ ·--- . Financial/Progress report form. 

### Ifa grantee chooses to utilize administrative costs, below are some examples ofallowable expenditures. In some circumstances, these may be considered direct project costs. 

### Ifyou have questions, please contact your grants administrator.

----- --..**~--··** t··-·-·--·· -----·--·------·--·----- ·-- -------

''Iii
.. - ----

# -1~;;::~!g for-recruitment of

# ~rs:n~el~**p~ocurem~n;o~ goo~s** **:n~ ~:~~e:,-~n~** **~~; othe~** **~a:** specific purposes are allowed. 

### i 

# I I 

# I Audits Preparation ofa state single audit is allowable ifthe audit is performed in accordance with 2 AAC 45.010 Audit Requirements. Only the prorated cost for auditing this grant l?togram is allowed. See Attachment C, Article 38 ofyour grant agreement. 

### Insuram·c Insurance costs related to the project are allowable. See Attachment C, Article 26 and Appendix B2 ofyour grant agreement. 

### Materials & 

### Sapplies Materials and supplies are allowable ifnecessary for administration ofthe grant such as office supplies, freight, .apd .reptal or purchase ofequipment. • ..**~** 

# .**~** 

### Office 

### Costs Prorated costs for services such as telephone, fax, postage, internet, and utility costs are allowable. 

### ProftssionalSoroim Administrative services performed under contracts or agreements, including general legal services, accounting services, and audit services ate allowable. 

### &nta/Costs Rental costs for office space and equipment are allowable to the extent that the rates ate reasonable. 

### Stqff Sa/aries & 

### Fringe Benljits Salaries and benefits for employees involved in administration ofthe grant are allowed. These costs must be based on Generally AcceptedAccounting Principles (GAAP). 

### Training The cost oftraining may be allowable. Please contact your grants administrator for more information. Designated l-egislative Grants- GRANTEE HANDBOOK (revised May 2012) 12'-·.\:It· DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** Travel Travel and per diem expenses will be allowed in accordance with the grantees written travel policy. Grantees that do not have a written policy for per diem should followthe established policy ofthe State ofAlaska. Grant funds may be used to pay for: · • Transportation costs by the most direct route and efficient means; • Ground transportation that is necessary to fulfill the grant project related objectives, such as car rental, taxis, or buses;

- 

### - -**----·~** ----· --·--- --. -A""ctuallodging costs; and

-- ---·----------· -- -··· .-- • Per Diem (meal and incidental expenses). Alcohol expenses will not be reimbursed. PAYMENT METHOD

.c...:::..:c..:o _ ___:__· --· =-Cost-=Reimbutsable- ··· ··-· - - · ---- -------------- -- 

### -=--=--=c·------·· -----·- ·- ·-·-- ·

- ----- -- -- --- - f)estgnated·-Leglslative GfiHitS 

### are 

### co·sr

### retmb-ursaOle-:-·yau-pay-forexpendiTures

### out of

### yam o"Wti

### ftinds-an.d -· then request reimbursement when submitting monthly or quarterly fmancial/progress reports. Once your grants administtator receives a complete report and approves 

### it for payment, itis forwarded on for payment processing. Upon receipt ofthe approved financial/progress report, payments are required to be issued to the grantee within 30 days. Electronic Funds Transfer and Payment Inquiry Some grantees may qualify for direct deposit oftheir reimb).lrsement payments iftheir bankinginstitution participates in the State Electl:'onic Data Interchange (EDI) system. 

### Ifyou are not currently en.rolled in the

. EDI system then it is necessary to complete the Electronic PaymentAgreement Form.

Anypayments issued by the State the Alaska will be deposited into the established account. This form is available in Part VII ofthis handbook or online at: http:**//fin.admin.state.al~.**us/aapvis/index.jsp. Once enrolled this website also provides the option to inquire about payments made from the State of Alaska to your established...accol!Pt. .• , Advances The department may advance to the grantee an alnount not to exceed a projected 30-day cash need or 20% ofthe grant amount, whichever is less. Before the department

### will issue an advance the grantee must be current in submission offinancial/progress reports and submit a "Request for Advance Payment" form. The request mustinclude (1) written justification for the advance, (2) documentation ofcosts associated with the advance, and (3) a briefnarrative on how the advance will be used. We cannot accept faxed or electronic copies. The Request for Advance Payment form can be found in }JartVII ofthis handbook. Advances must be recovered with the next financial reimbursement request. Ifthe grantee is unable to recover the full advance amount on the next financial report the grantee may be required to return the advance balance. Please contact your grants administrator regarding any requests over 20% ofthe award.

Designated Legislative Grants- GRANTEE HANDBOOK (tevised May 2012) 13DIVISION OF COMMUNITYAND REGIONAL AFFAIRS 

# **fA** TECHNICALASSISTANCE**On~Site** 

### Visits, Monitoring and TechnicalAssistance Grantees may receive an on-site visit from their grants administrator sometime during the course ofthe grant agreement. This visit will be conducted to ensure the grantee is complying with grant stipulations. This .review 

### will consist ofreviewing the grantee's grant files for back-up documentation, contracts, correspondence, etc., related to the specific grant. The grants administrator

### will also want to see any projects

_______**com~i.!<J:ed** orJtl..litogress thathave used the grant funds.
_____ _ ___ -···· Oftentimes a grantee would like a site visit so they can receive technical assistance and help with the administration oftheir grant(s). DCRA's grants administrators are happy to comply, ifthey have the time and resources to do so. The grants administrators are always happy to provide assistance via telephone or email as requested.

---------**----~----** -'Tl1eoverallpurpose oT

# a-site viSit

# isto work-in conjunction

### With the grantee

# to ensure success-**ofi:h~** -- --- -

project(s). It

### is a chance for the grantee to 'show off' what has been accomplished with the grant funds and it helps build a solid working relationship between the grantee and the grants administrator. 

### PART III CONTRACTS AND SUBCONTRACTS 

### Ifyour project requires a construction contract or a professional services contract 

### it'is important to know that the grantee is fully obligated under the provisions ofthe gratit agreement. The Grantee shall bind all contractors and subcontractors to each and every applicable grant agreement provision. Key provisions may include: • Article 2

- Indemnification • Article 

### 24- Ownership ofProject/Capital Facilities • Article 25

- Site Control • Article 26

- Insurance 

# • Article 32

- Operation and

### M~intenan~e . , ·"' . SITE CONTROL Before a grantee can begin a construction project, itis necessary to make sure legal right to build on or use the site is obtained. This legal right is called site control. This right must be formally given in writing; verbal permission is not enough. Site control requirements depend upon the nature ofthe project. Ifthe grantee 

### is going to construct a building, itis necessary to obtain a lease or deed showing control ofthe land. Ifthe grantee is leasing land to construct a building, the period ofthe lease should be at least for the useful life ofthe building (generally 20 years). Ifthe grantee needs to build something across someone else's land, it is necessary to obtain an easement or right-of-way for the particular planned use. Ifthe grantee is going to use the land temporarily, such as during construction, 

### itis necessary to get a use permit or license. ·

Designated Legislative**Gr~tnts-** GRANTEE HANDBOOK (revised May 2012) 14DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** It 

### is important that the boundaries ofthe property are identified with a legal description to ensure structures are built on the accurate land. It is recommended that the property be surveyed prior to obtaining title to the land by deed or before entering a long-term lease. In addition to obtaining control ofthe land, a grantee should ensure there is adequate access to the site. 

### It · may be necessary to obtain an easementin order to assure legal access to the property being used. Owning the propertyis useless ifit is not accessible.

·-------·---------·-------·-·-·- -· 

### -· ·- 

# -- Itis necessary to accurately describe the land in the lease, deed, or easement doctUnents. This 11legal description" is extremely important because 

### it must accurately identify the land being utilized. A recorded survey plat is the preferred method ofdescribing land. The legal description is used to identify the boundaries ofthe real property, including any restrictions, reservations, rights-of-way, a11d easements and is written by one ofthese basic methods 

### (1) the "metes and bounds 11 system; (2) the 

### US Public Land Survey**~-=-~----=--=.-_: -_~s~~~a~d_::f3tt~e~lt)t-~~d~~~dct~:"~u1:v_epy~te~I.**  _ __ _ :___ ·· .. _ .___ .. -. ·_ _·**--~~~** ------ · All site control determinations for DCCED Grants are made through our Division's Land Management and Mapping Section. To find your local contact regarding public records on land deeds, plats, surveys etc. visit the District Recorder's website at: http://dnr.alaska.goy/ssd/recoffldistlist,cfm The public can access documents through the statewide recording system database at any DNR Recording Office or on the Internet at: http://dnr.al:u.!l<:a,goy/ssd/recoff/seatsohRO.cfm The address ofthe main District Recorder's office is: State Department ofNatural Resources, State Recorder's Office 550 West 7thAvenue, Suite 1210 Anchorage, AI< 99501-3564 (907) 269-8882

. .; 

### -- .:..• Ifthe projectis located within a federal townsite, the BLM Alaska State Office must be contacted. They are responsible for issuing land deeds to Alaskan villages. The trustee manages townsite lands until a deedis issued. Contact the office below to determine ifa site 

### is available: US Department ofthe Interior Bureau ofLand Management, 

### Alaska State Office 222 W. 

## t"Avenue, #13 Anchorage, AK 99513-7599 

### (907) 271-5960 The State Municipal Lands Trustee may need to be contacted ifthe land to be used is in an unincorporated ANCSA village. The Municipal Lands Trustee holds title in trust for community use and expansion. Additional information about site control may be obtained online frotn the'Ciivision's publication 

### "W/Jatis 

### Site**Control?,~** This publication can be found at: 

### http://www.commerce.state.ak.us/dca/pub/WhatlsSiteControl2004.pdf

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 15DIVISION OF COMMUNI1YAND REGIONALAFFAIRS

# **~** INSURANCE The grantee may not start work on a project until insurance required to protect project workers, the general public, and your own interests has been obtained
.

## .A Certificate ofInsural}ce may be requited prior to release ofgrant funds.

------ ·- -- -Insurance-can--be purchased-from-a-number-ofdifferent agencies;- Listed**-~w-are-thetypes·ofinsurance-** · · thatis required, depending upon the grantee's needs:


### • Workers' Compensation Insurano"C TheAlaska Workers' Compensation Act as governed by State law (AS 23.30) requires each employer**-~--------** _ ___h_aving one or more.emQ!Qyeesin Alaska to obtain workers'. comr-e11sation insurance, unless-the
_______ employer has-been approved as-11- 

### selfinsurer. The cost ofa workers'-c::ompensation-polky**~the·** premium) is based upon the employer's payroll, type ofbusiness risk (classification assignment), and the employer's loss history.


### • G&neral

### Uability The grantee is responsible for obtaining any necessary liability coverage to protectitselfand its workers from claims due to accidents.


### • Vehicle Uability State law (AS 21.89) requires that all vehicle owners must maintain at least a minimum ofinsurance coverage against loss from damages arising out ofthe ownership or use ofa vehicle.



### • Professional

### Liability Insurance**(optiona~** The grantee should consider requiting contractors (including architects, engineers, etc.) to obtain this insurance to cover any negligent aGts .&fthe contractor, subcontractor, or anyone directly or indirectly employed by them. This coverage provides extra protection for the grantee.


### • Builder's Risk InsJtrance**(optiona~** The grantee should consider ftre, theft, vandalism, and other kinds ofinsurance coverage, for either the whole project or some part ofthe project.


### • HazardInsurance (optional) The grantee should consider acquiring insurance covetage for unusual events such as windstorms, flooding, or earthquakes.
LABOR STANDARDS There are only two ways labor can be performed and paid for under a Designated Legislative Grant. These are 

### Force Account Labor or 

### Contracted Labor.

Designated Legislative Gtants- GRANTEE HANDBOOK (teviscd May 2012) 16DIVISION OF COMMUNffYAND REGIONALAFFAIRS 

# **:fA,** Force Account In a force account project, workers are hired directly by the grantee as public employees. In some instances local governments, political subdivisions, and non-profitgroups may use force accounting on projects built with state funds. The grantee bears the final responsibility for hiring and ftting employees, setting wages (the wages must reflect the prevailing wage for that type ofwork fot· the area), payingwages, and making · appropriate payroll deductions, purchasing materials, and all aspects ofconstruction. Using the force

J account method

### is usually less expensive. However, force accounting is not necessarily the best approach for**i~--** 

### _**--~tY-gta!lte~**_qr_fQ!:..i!Ye,cy_groje_<.;t. Fo..rce_a_<;:c()l}.tlt**projeg.ll_r!!Qllittlh~ gr_ante~_to.h~Y..e**  .llign!ficant
_ __ _ ... __ administrative abilities. l i 

# I**L~-** 

# --- Two questions to consider before using force accow1ting on a construction project: 1. Is your organization capable ofhandling the technical aspects and labor requirement ofthe project?
······· ··· ·····**2:--'-Buescyoi:ir:.Orgariizatio.rihave'-lhe-comtnitiiiei:it-to~provide:::tlie-'1abor'force,-:t6iiniri.g'progi:ams-;-and-·**

- -- ... -support necessary to-successfully compieteaiorce acccnuitprofect?"-

---- ··- -- -- -- One ofthe major benefits offorce accountingis the opportunity to employ and train local residents. A grantee should evaluate the size and talents ofthe resident labor force to determine ifqualified employees are available for hire. The grantee must keep very detailed financial records ifutilizing force account labor on your project. Information must be maintained about the employee, position (job description, hours and wage rate), as well as standard payroll records (approved timesheets for each employee, hours worked, tax and fringe benefit computation, evidence ofpayment, etc.).
Contracted Labor and Current Prevailing Rate ofPay Certait1 grant projects are subject to the provisions ofAS Title 36 PUBUC CONTRACTS. Municipalities, school districts and other political subdivisions are subject to the provisions ofAS Title 

### 36 Public Contracts • - wbe.n they contract for theperformance ofthe work on projects exceeding $25,000.**Non~profit.** .•· . organizations that contract for the performance ofthe work are also subject to AS Title 36 when the value ofthe project is more than 

### $25,000 unless the non-profit organization is performing the work on the project. Please contact the Alaska Department ofLabor and Workforce Developmentifyou have any questions about contracted labor and your project. Contracted labor must be paid the prevailing wage rate issued by the Alaska Department ofLabor and WorkforceDevelopment in Pamphlet 

### 600, 

### Laborers'& 

### Mechanics' Minimum Rates q/Pt!J. This pamphletis published twice yearly, Aprill and September 1 and may be accessed on-line at: http://www.labor.state.ak.us/Iss/pamt2600.htm Ifyour contract uses contracted labor the contractor will be doing most ofthe paperwork however, you must obtain copies ofthe entire contractor's certified payroll.

Designaited Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 17DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** Volunteers On occasion, nonprofit .Grantees may utilize volunteer labor when the project is related only to the orgat1izatiotfs nonprofit activities."Nonprofit activities" in this context means activities for which the nonprofit organization does not incur a liability for unrelated business income tax under 

### 86 U.S.C. 513 as runended.



### --- - - ----- - ---- ------**~** -------------- ------ ------ -- Grantees are encouraged to contact the Alaska Department ofLabor & Workforce Development's Wage & HourAdministration for information on the use ofvolunteer labor on state-funded projects. The contact number for the Wage and Hour Administration is 

### (907) 465-4842 inJuneau; 

### (907) 269-4900 in Anchorage; and 

### (907) 451-2886 in Fairbanks.**:._:_:._-T-"-:-T-'-x--.:,--~"----'-_:__:_:_~;-;---,--::-~--=:=,-;-::.~~_c::_::~~--'-'-'-------­** EmaiJ:-a<Iatesses:Jor the Anchorage,-Juneau, and Fairbanks offices-ate-listed here: ,8.nchorage.lss-wh@alaska@alaska.gav 

## J

uneau.lss-wh@alaska.goy Fairbanks.lss@alaska.goy FIRE MARSHAL ,( All construction, repair, remodel, addition or change ofoccupancy ofany building/structure or installation or change offuel tanks must be app:roved by the State Fire Marshal's Office before ANY workis started. The State Fire Marshal reviews and approves all construction on public buildings and fuel tanks to make sure that they are not fire hazards. Plans and specifications regarding the location of the building or structure on the property, area, height, number ofstories, occupancy, type ofconstruction, interior finish, exit facilities, electrical systems, mechanical systems, fuel storage tanks and their appurtena11ces, automatic fire-extinguishing systems, and/or fire alarm systems must be submitted by the owner or owner's representative to the State Fire Marshal for examination and approval. 

## ,.**~** 

### .. ....**~:.. ~'**  ....**~** ... ,

### . This :eview does not address structural considerations or accessibility requirements. Mechanical and electrical review is limited to that which is necessary to conftrm compliance with ftre and life safety1 requirements. A copy ofthe plan review approval certificate must be posted as required in 13 AAC 55.100(b). 

### Itisprohibitedto ot't'tljy 

### abuildingjorwhichplans have not bum e."v:amimdandapprotJCd. The following information and guidance is offeredregarding the plan review and permitting process: 

### 1. Submit a completed plan review application form accompanied by construction documents to the appropriate State Fire Marshal's Office. 2. The construction plans are reviewed after receipt ofthe plan review fee. All fees are calculated by the Fire Marshal's Office. 3. During spring/summerpteconstruction, plans should be**su~tnitted** at least one month prior to the anticipated construction start date. · Designated**Le~:,>islative** Grants -GRANTEE HANDBOOK (revised May 2012) 18DIVISION OF COMMUNITYAND REGIONALAFFAIRS

Fire Marshal Regional Offices are listed here:

PERMITS Anchorage Office 5700 EastTudor Road Anchorage, AK 99507 (907) 269-5491

# **~**

Fairbanlts Office 1979 Peger Road Fairbanks, AK 99709 (907) 451-5200 Juneau Office P.O. Box 111202 Juneau, AK 99811 (907) 465-4331

Almost all public building projects require some permits. 

### A few permits may come from your local governme11t but most come from state or federal agencies
.

. Generally, two**typ~s** ofpermits are required;**buildi~1g** and operating. Building_eermits must be acguired first since_construction cannot begin without one.Jt is suggestedyou begin obtaining operating permits in-time to occupy your building when construction is completed. Other permits you may need to obtain include:
• Building permit • Conditional use permit • Variance • Excavation permit • Flood hazard development permit 

### Grantees are required to obtain all necessaty permits required by law for applicable projects. The Alaska Department ofEnvironmental Conservation (ADEC) regulates all activities in Alaska thatmight pollute the air, water, or soil. There are dozens ofADEC permits related to constructing and operating public buildings. Ifyou are not sure what ADEC permits you need, you can fill out a questionnaire on their website 

### (www.dec.alaska.goy) or contact the ADEC office closest to you for assistance:


### State ofAlaska Department ofEnvironmental Conservation
Notthern Regional Office 610 University Avenue Fairbanks, AI< 99709 (907) 451-2120 Southcentt:al Regional Office 555 Cordova Street Anchorage, AK 99501 (907) 269-7501

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) SoutheastRegional Office P.O. Box 111800 Juneau, AK99811 (907) 465-5270

19

## I 

## I 

# 1--· DIVISION OF COMMUNITYAND REGIONALAFFAIRS 

# **fA** The following list provides the 11ames, addresses, and telephone numbers for various permitting agencies with the State. This list is notintended to be all-inclusive.



### Potential Project Permit Requirements 'rype-ofPermit> Approvals; Etc.

u Description- :-RegulatoryAgency School Construction · Authority ofthe Department ofEducation
· for review ofconstruction documents for ' DepartmentofEducatio11 : & Eatly Development

Water**Dischar~:,-e** Permit Plan Review and Approval ofSewerage or Sewage TreatmentWorks Plan Review and Approval ofPublic Watet**Sy~tems** . educational facilities. . P.O. Box 110500 Juneau, AK 99811-0050**--ti~ef'hilt tl'i!~ded-fef**  dispesnl-efsolid-wastcoi=1 Department-of--··-- ·- ·· · · : hazardous material· ·· - -**~-Environmental** Conservation ' (907) 465-2800

http://ced.alaska.gov/ I
. .. .. . . I ; l'crmit needed for the disposal ofwastewater j P.O. Box. 111800 

## !on laud or in waters. 

## ! Juneau, AK 99811-1800 

### ! ! (907) 465-5285 Plans for the construction, installation, modification or operation ofa public water supply system must be approved prim· to or Storage Tank Pto!,>tam construction Food Safety & Sanitation Program !.Pre-operation**in~pection** is required to ensure 555 Cordova Anchorage, AI< 99501 (907) 269-7501 lOt Plan Review and Health Inspections ofPublic 

# Icompliance with health and sanitation · Establishments 

### i standards for food sct'Vice establishments, 

## l610 University Avenue !Fairbanks, AK99709

Anadromous (Salmon Spawning) Fish Protection Permit Critical HabitatArea Permit State Game Refi1ge Permit

JTospital and Health Facility Construction

Unemployment Insurance 

### I schools,**day-c~u:e** and pre-elementaty schools, ;/ 1hotels and motels, swimming pools and bathing areas, and public toilets. 

### !(907) 451-2120 

### !http://www.dec@alaska.gm: Approval fornnywork in or near anadtomous ·DepartmentofNatural Resources rivets, lakes, or streams. Diviaion ofilabitat Approval for any work <>r developmentin a cdtical habitat area. Permitneeded ifproposing work or • development within a designated state refuge Authority ofthe Department ofHealth & : Social Senrices for licensing and establishing standatds for the construction ofhospital and

, health**facilitic~.** •P.O. Box 115526 'Juneau, AK 99811-5526 (907) 465·1852 : (or contact local office in Palmer, Anch<>rage, Fnirbankg, Craig,**Pete~bur!tor** Soldotna) Imp: I /www.habitat.adfg.alaslm.gov/

· DcpartmeutofHealth & Social Se.rvices Health Facilities Licensing and Certification 619 11 Ship Creek Avenue, Ste. 232 Anchorage, AK 99501 (907) 334-2483 : bttmI lwww hss.alaska.gov Individuals, companies, and organizations that Department ofLabor & Workforce have one or moteworkers in covered Development employment for any part ofa day must Employment Security Division register with the Department. 1'.0. Box 115509 Juneau, AK99811-5509

. (907) 465-2712 hitPiI /Iabor.alas)m.gov/

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 20DIVISION OF COMMUNI1YAND REGIONALAFFAIRS
Type ofPetmit, Approvals, Etc. Workers' Compensation Jnsurance

Certification ofFitness -Electrical and
·Pll!nibing·Ccrcification··ofPressure Vessels

# **~--tck •Description Any employer with one or more employees working within the state must buy a wocltcrs' ' compensation insurance policy and submit proofofinsurance to the Department. Regulatory Agency Departmetlt ofLabor & Workforce Development Division ofWmkers' Compensation P.O. Box 115512 Juneau, AK 99811-5512 (907) 465-2790 httmI /labor.elaska.g!?y/ 

## iCertifies the competency ofclcctridans and Departmetlt ofLabor & Workforce · ··· 1pliimbers:To e1isure Hint boiler ru1d jJressi1re · ·Develiipmei1t ··

\ vessels and elevator constructions, installation Mechanical Inspection j and operation conform to regulations. 3301 Eagle Street, Suite 302 ' Anchomge, AK 99503 ll (907) 269-4925 httm//Jabor.alaska.gov/ Clel\l'lUlCe regarding Preservation of : Determination ofpresence/absence of Department ofNatural Resources ---·.c..·· Pi'ehlatorle'aitd-Archneologicai-Resol!rces---:-cultul'lll-resourci:s·on-the'btiilding-site.-. ---·::..·GfficiH':ifHisforf&"-ArChaeology-----

-------- 550 W7 1 " Ave., Suite 1310
Rights-of-Way Easement
Water Rights Permit Sand and Gravel Extraction
Life/Fire Safety Plan Check fm- Constmction/Occupancy of Building

Handicapped Accessibllity Driveway Permit
Discharge ofDredged or Fill Matedal into U.S. Waters i Authorization required for rights-of-way

, casement and construction or improvements
· on easements established on State lands. 

## iMust obtaln pennit to use surface orground 

# I water in Alaska To obtain sand and gravel on State lands for

, usc on the project. · )Approval ofbuilding plans is required forfire 

# I protection and safety. 'I'his applies to

, commercial, industrial business, instit1:tional J or other Pl!blic buildings containing four or t more dwelling units. f Construction, repair, remodel, addition or 

## ichange ofoccupancy ofany i building/structure as listed above, or 

# I installation or change offuel tanks must be
· .**a!Jpt'<~ved** by the State Fire Marshal's 'office ·

[prior to any work being started. )
' Review and approval ofpbns for builcl.ings

, and facilities with respect to handicapped

. access. : Permit required to construct.and maintain a : driveway or approach road on highway right- ' of-way. · 

### '

, Permit requit'ed for the discharge ofany [dredged ot· fill material in US waters, including ' wetland. Permit cost is $100 for commercial \ use or $10 for non-commercial use. Structures or work in/orAffecting Navigable 

### i Petmit required**fot·anywod<.~r plnc~ment**  of Waters 

## lstructures in US waters.

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) Anchomge, AK 99501-3565 (907) 269-8721 ht,tp://dnr.nlask-.wov/wuks/oha : Department Natwal Resources •Division ofMining, Land & Water

550 W 7•" Ave., Suite 1260 :Anchornge,AK 99501-3577 ' (907) 269-8400 t http: 1/dnr.alaska.goy/mJw/ 

### ' i Department ofPublic Safety 1Division ofF'tre & Life Safety
· 5700 East Tudor Road ; Anchomge, AK 99507 : (907) 269-5491 ! or

. P.O. Box 111202 iJuneau, AK99811-1202 ' (907) 465-4331 ·:or : 1979 J>cgcr Road i Fairbanks, AK 99709 

## i (907) 451-5200 i httmllwww.dps.alaska.gov /fire/ Dcpat·tmcnt of'transportation & Public Facilities Statewide D & E Services
.

. P.O. Box 112500 3132 Channel Dr. Juneau, AK 99811-2500

. (907) 465-2960 ' http:/lwww.dot.state.ak.us/stwddcsI FederalAgencies US Army Corps ofEngineers US Army Engineer District, AK • ]>.0. Box 6898 ElmendorfAFB, AK 99506-6898 (800) 478-2712 llttp://www.p!>a.usuce.aqny.mil/hm/dcf a!l.ll.b.!m

21DIVISION OF COMMUNITYAND REGIONAL AFFAIRS
Type ofPermit, Approvals, Etc. National Wlldllfe Refuge Land .....Special Usc Permit

Oil Storage Facilities- SpiUl>revention Control Counter Measures Plnns

# **~** :Descdption Permit required for casements, roads, or utilities in WilcUifc RefugeLands.

:Approval required for onshore and offshore [oil storage facilities. ;Also contact theAlaska Dept. of 

### tEnvirotunental Conservation;-compliance -· 

## lAssistance Office at (800) 510-2332 

# ! Regulatory Agency US Fish & Wildlife Service Division ofRealty 1011 East Tudor Road, MS 211 Anchorage, AK 99503 (907) 786-3414

, http://alaslca.tWs.gov/nwr/realt;y/ : US Environmental ProtectionAgency
J Alaska Operations Office : 222 West Jrl• Ave. #19 jAnchorage, AK**99513~7588·** i (800) 781-0983 i (907) 271-5083 

### i httw//www.epa.gov/regionlO

. Any construction or alteration ofany : US Dept ofTransportation Structures Which May Interfere with Airplane Flight }laths structure, roadway, overhead wires, and so on, : FedetalAviation Administration which may interfere with alrph111e flight paths, · Alasl{an Region Airports Division ----------'m"'-"'us
...**t:..ub"'-e-""'m!llitte.dio.J:k.Ee.demi.A'\dation~-. 222:Wcst_'Z'!t_A¥enue_#J4~---**  Administmtion. Anchorage, AK 99513

. (907) 271**~5438** •http: {/www.faa,gov/airports/a!askan 

### PROCUREMENT Procurement is the effective acquisition ofgoods and services. Itis .important that the goods and/or services procured are appropriate and they' are purchased at the lowest possible price to meet the needs of the grantee in terms ofquality and quantity, time and location. Grantees must follow fait and equitable procurement standards in the acquisition ofall services, supplies, and materials and keep clear records ofany bid process undertaken. All grantees should have a written procurement policy. Grantees which do not have their own**wr.itt~J:?,** procedures must follow the State Procurement Code (AS 36.30) (http; 

### I /doa.alaska.gov/das/Pro£:ytement/doc/pandp.pdt) or adopt a procurement policy from another h;:gal entity. ,**~····** :· Ifthe grantee is a city, borough, school clistrict, the University ofAlaska, or a political subclivision they may be eligible to utilize the State ofAlaska's cooperative contracts (AS 36.30.700). This is a way to get a 'good deal' on a number ofitems necessary for purchase. Listed below is a sample ofitems available for purchase: • Computers and peripherals 

# • Copiers 

# • Office Supplies 

# • Fuel 

# • Software 

# • Paper All ofthe contracts are "non-mandatory" for use by state political subdivisions. Ifinterested, go to this website for more information: http; 1/polisubs.alaska.goy

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 22DIVISION OF COMMUNITYAND REGIONAL AFFAIRS

# **~** When procuring a contractor itis important to verify that the contractor is not ineligible (i.e. debarred) from participation in state programs. The State ofAlaska maintains a list ofentities debarred from bidding or working on public construction projects within Alaska. That list can be accessed online at: 

### http://www.labor.state.ak.us/lss

### Idebarments.htm AUDIT REQUIREMENTS Grante.es must comply.with.the audit requirements. established by.02 AAC45.010, s.et forthin Appendix A ofthe Grant Agreement. 

### Single Audit A single audit is the most common type ofaudit**compl~ted**forcommunities**t~at re~eive** _state orfederal funds. Another name for a single audit is a financial and compliance audit. The auditors examine the ---'------'finanditl'-statements-and-accounting-recordn>Hhe"city,.comniuhity,.or-other-group,--as·welhs-ass-ess-their---- compliance with laws, regulations, policies, andgrant agreements. Audits completed to meet state requirements are usually conducted by Certified Public Accountants (CPA). An entity that expends $500,000 or morein state financial assistance during the fiscal year is required to have a state single audit completed for thatyear. "Entity" does not include the University ofAlaska or any other state agencies. State financial assistance includes state grants, contracts, provider agreements, and cooperative agreements. This also includes all forms ofstate financial assistance provided through an entity to a third party. According to 

### 2 AAC 45.080, "financial assistance" does not include the following: 

### (1) public assistance provided under AS 

### 47; (2) goods or services purchased for the direct administration or operation ofstate government; 

### (3) moneys advanced to an entity under one or more state loan programs; 

### (4) power cost equalization payments made to an electric cooperative on behalfofits customers; 

### (5) scholarships, loans, or other tuition aid provided to students, but paid to an education institution on their behalf. For a third party, "financial assistance" does not include goods purchased from the third party for direct administration or operation ofthe entity that received financial assistance. 

### Performance Audit In some instances, DCRA's internal auditor 

### will conduct a "performance audit" ofthe grantee. Performance auditing is an assessment ofthe activities ofan organization to see ifthe grant resources are being managed with due regard for efficiency, effectiveness, and accountability requirements of grant agreement. 

### Audit Findings If the finding(s) are significant orifthere are questioned costs, the Department's intemal auditor will contact the grantee to discuss the findings and the planned corrective action. Based uponth'e consultation with the grantee and the grants administrators, a memo or determination letter will be sent to the grantee indicating the department has determined the grantee's response to the finding was: acceptable or unacceptable. Ifthere are questioned costs, the determination letter will indicate whether the costs are allowable or if a refund is due to the State ofAlaska.

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 23DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** Audit Reports The Division ofFinance is the state coordinating agency for Federal and State Single Audits. The Single Audit Coordinator is responsible for ensuring grantees submit required single audits, reviewing the audit reports and distributing them to the appropriate agencies. In most cases, the final audit report must be submitted to the Division ofFinance within nine months after the end ofthe audit period (the entity's fiscal year). Audit questions should be directed to the Single Audit Coordinator at 

### (907) 465-4666.

SubmitAudit Reports to: State ofAlaska Department ofAdministration -------Bivlsion-of-Finanee------------------------ Attn: Single Audit Coordinator P.O. 

### Box 110204 Juneau, AK 

### 99811-0204


### PART IV GRANTADMINISTRATION BASICS Keeping organized project management files is a vital component ofgrant administration and cannot be over emphasized. Itis important for each grant agreement to have its own f1le withthe title and grant number clearly labeled. Grantees may also want to include on the label the date the grant lapses. It is important to keep f.tles neat, organized, and up-to-date. At a minimum, allfiles must contain the grant agreement and financial/progress reports witl1 back-up
· · documentation. Other imp01tant documents must be easily obtainable, ifnot kept**in~the** gr-iilltfile. 

### A recommendation for quality grant management is to have files which include all the following sections, as applicable: 

### A. GrantAgreement section 

### B. Documents section C. Correspondence section D. Contract solicitation E. Contracts section F. Financial/Progress Reporting section Listed below are samples of

### items which might be kept in each grant section or file. The items listed are by no means meant to be exclusive and are provided as a guide only: A. The GrantAgreement Section • GrantAgreement • Amendments Designated Legislative Gmnts- GRANTEE HANDBOOK (revised May 2012) 24DIVISION OF COMMUNITYAND REGIONALAFFAIRS

# **~** • Closeout letter/ Amendment B. The Doc1,1ments Section • Copy ofAuthorized Signers Form submitted to DCRA • Total Project Snapshot (I'PS) • Copy oflnsurance • Copy ofElectronic Payment Form C. Correspondence Section • Letters from your grants administrator • Letters you send to the grants administrator • Emails sent or received related to the grant project**~---·-·------.--Faxes** 

### you· sent or received relatea to tlie grant projed·------.---·----···-------------

1 • 

### Correspondence between any contractors and you

. • Telephone contact sheet which documents all phone calls received/placed related to the grant 

## I project 

### i I 

## i 

## I D. Contract Solicitation Section, if 

### applicable • Request for funding and supporting documentation (RFP) • Bids/price quotes submitted • Bid award notice/letter • Notice to proceed • Permits • Construction certification ofcompletion E. Contracts Section, ifapplicable. • Signed contrac!s • 

### "" 

# . F. Financial/Progress Reporting Section

. • Copies ofFinancial/Progress reports sent to DCRA a) Back-up documentation to support the requests for reimbursements. b) Invoices, Payment Request forms, copies ofchecks c) Travel related forms and receipts d) Copies ofdeposit slips or proofofelectronic payment Once you have completed your project and you have received a closeout letter from your grants administrator, 

### itis important to keep the file and its contents for a minimum of six years.

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 25DIVISION OF COMMUNITYAND REGIONALAFFAIRS 

# **fA** PARTV GRANT CLOSEOlrf Grants are usually closed out by mutual agreement after the project has been completedin compliance with the grant agreement and all ofthe funds are expended, accounted for, and reimbursed. After the grantee has submitted the final Financial/Progress report, the grants administrator will provide notificatiot1 ofofficial closeout. Please retain your grant files fo:t: a-minimum ofsix years from-the closeout effective date. REAPPROPRIATION The reappropriation process provides grantees with an opportunity to request that Designated Legislative Gra11ts awarded in prior years be redirected to newgrant projects. Sources for these capital reappropriations ·-----------are-usually-the-bahmce-remaining-after-the-original-projecds-complete-d;-bRlat'i:ces-available-from-aha:n·domm·---

-- 1 projects, or due to significant changes in project description or scope. 

### : CHANGES IN PURPOSE Grantees desiring to use an existing grant for a new project that is different from whatwas originally awarded must request that the grant be reappropriated and identify the new capital project. The request must be submitted in writing to the legislators that represent your community. The request may then be forwarded to the full legislature for consideration during the regular session. Ifpassed, the governor must give final approval. Once approved, the existing grant

### will be closed and a new grant agreement will be executed with a full five-year term.**I~NGUAGEAMENDMENT** Instead ofre-appropriation, a grantee may request a language amendment to change the project title on an existing grant. This allows use ofgrant funds for additional expenses related to the same project or for a different project. When requesting a language amendment, grantees are encouraged to propose a title that will allow flexibility in the use offunds; i.e., adding "and other**c~i:nmunity** projects" or "community facilities and equipment" to an existing project title. Language amendments also require official approyal by the legislature and the governor. The request must be submitted in Writing to the legislators thatrepresent your community. There are several advantages for amendments vs. re-appropriation. Once a language amendmentis approved by the legislature and governor, the project tide is changed with a grant amendment. This does not require the time-consuming process ofclosing the existing grant and executing a newgrant agreement. However, amended language grants keep the same start and lapse date as they had originally. Reappropriated grants have a new start and lapse date. LAPSING GRANTS AND EXTENSIONS Grants administrators will contact grantees with existing grants that are scheduled to lapse onJune 30 ofthe current year regarding the status cif their grant(s). Grantees may request a one-year extension ofthe grant term. This request must be in writing and explain why an extension is necessal'y for each project.

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 26DIVISION OF COMMUNITYAND REGIONAL AFFAIRS 

# **:f.A1:ck
To warrant

### a grant extension, a grantee must: • Be current on financial/progress reports; • Demonstrate progress on their project; • Submit 

### a documented plan for continued progress and/or project completion; and • Have a balance that exceeds 

### $1,000.00. 

### PARTVI ' j SUMMARY 

# ! 1. This handbook

### is provided to each. grantee as a resoutce and. guide. Please note the enclosedinform_ation may become out-dated. Your best resource for granttnanagement_is your grants administrator. If**y~>U h~Y~**  

## ______ 1**~~-------** 

# -any questions, it is important for youtocontact-them.-Our goai

## is-for each grantee to- hav;-a successful experience completing the project for which funds were awarded. 

### PART VII APPENDICES The following documents arc also available electronically from your grants administrator: 

### Financial/Progress ReportInstructions and Samples Financial/Progress Report Form Electronic PaymentAgreement Form**Requ~~t fo~**  

### Advance Payment Form
. 

### ' W-9 Form (applicable for new grantees and**chan~,e** of

### address)

Designated Legislative Grants

- GRANTEE HANDBOOK (revised May 2012) 27**·----------~~-----~~-­ --~---------------**  

### •

----- - -----------------**-~-**

### Designated Legislative (DL) Grant Program Financial/Progress Report Form Instructions STATE SHARE GRANT FUNDS (TOPTABLE) Authorized Budget/Total Grant Award: This is the total grant amount for a particular project awarded by the State. This is the same amount that is specified on the DL Program Grant Agreement cover page as "Amount of State Funds." Refer to Attachment A of the Grant Agreement for the authorized "Project Budget." Authorized Budget/ Administration: No more than 5% ofthe total grant award may be reimbursed for adfriinistration expenses for projects involving equipment purchase or**repairs~** 

# N-o more**th~n** 

### 10% of the total grant award may be reimbursed for administration expenses for all other projects. Although the Authorized Budget for most grants classifies 

### all grant funds under one cost category (Project Funds), Grantees may request reimbursement for eligible administration expenses by reporting them on the Financial/Progress Report. Grant Expenditures This Period: This amount will be the expenditures for the project that were paid for by the Grantee during this report period. Total Expenditures to Date: On Report 

### #1, this amount is the total of column 

### Grant ExpcflditmY!s T/Jis Pctiotl. On all subsequent reports, this amount is the total ofcolumn 

### Grant Expmrlitures Tl.li.r 

### Period plus 

### (+) the column 

### TotalExpendi#tres 

### To Date from the previous report. Balance ofGrant Funds: This amount is from the column 

### AttthorizedB11dgct minus (-) the column 

### Total Expenditures to Date. The MIDDLE TABLE was added to the Financial/Progress Report to assist Grantees in tracldng any advanced grant funds. All advanced funds must be recovered by the Department before additional funds will be reimbursed from the grant. Advanced funds are considered "recovered" once the Department approves the Financial/Progress Report which explains how advanced funds were expended on the project during that particular report period. Current Advance Balance (if 

### any): This amount reflects the balance of any unrecovered grant funds issued from the grant as an advance. In this case, "unrecovered grant funds" refers to grant funds advanced 

## in the same or prior report period(s) that have nat yet been reported by the Grantee as expended. Refer to Sample Reports 

### #1 and 2 to see how the 

### CurmntAdvance 

### Dalam'C reduces on Report #2 based on the

### Advance Recoveredon Report #1. 

### Less Advance Recovered This Report (if 

### any): This amount may 

### vary based on what the 

### Total Gnmt ExpeflditJtroJ 

### This Periodis. Refer to the Sample Report #1. 

### The 

### CttrrentAdvam'C Balam'C is 

### $1,500 but the 

### Tott!l Grant E'<jJC!lditures This Petiod were only 

### $1,000. Thus, the amount entered in the column 

### Less AdtJant'C RecovctY!d this I:Vport was 

### $1,000 (not 

### $1,500). On Sample Report #2, the

### Advance Balam·e RemainiNg shown on Sample Report 

### #1 of $500 is entered in the 

### Cttrre!lt 

### Adva11ce Balance and 

### Less 

### AdtJance Recovmd tbis 

### &port columns on Sample Report #2. Net Reimbursement to Grantee: This amount reflects the Total 

### GraJJI Evpmditures 

### 'TbiJ' Period minus(-) 

### Lm Adva!lt'e Recovmd tbis Rep01t (iftllty}. 

### The 

### Net Reimbursement to Grantee will be the amount the Grantee can anticipate to be reimbursed by the Department.

Page 1 of2 Designated Legislative Grant Financial Report Instructions Rev.5/12**----------~~~~~~~~~~----**



### Advance Balance Remaining (if 

### any): This amount reflects the 

### CttrrentAdvance 13alam·e (if a!!J} 

### minus (-) the 

### LessAdvance RecoveredThis Report(if a!!J). Total Grant Funds Remaining: This amount is the total after subtracting 

## H from the Grantee's 

### Total Grant.Award the 

### Total Gra11tExpmditmr1s to Date and the 

### UttmrmrcdAdvam·c Balcmce (if (ll!J)·


### Financial/Progress Report Submission Details: 

## => Grantee Certification: The report must be certified by an Authorized Signer based on the current Signatory Authority form on f.tle with the Department. Mail the original signed report to your Grants Administrator's attention; keep a copy of the report in your grant file with supporting documentation for all expenditures. =:>-Repo-icPettod:TneG.rantee must suom1taGrancFinancial1Progress Report eacn montli: or quarte.rly,----- with the concurrence of the Department, during the life of the Grant Agreement. The monthly .report period is the first of the month through the last day of the month. Ifreporting is quarterly, the report period is the first day ofthe first month through the last day ofthe third month ofthe quarter.

Page2 of2 DL Fit1ancial Report Instmctions Rev. 5/12

### SAMPLE FINANCIAL REPORT 

## Designated Legislative Grant Financial/Progress Report Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs Grantee: CITY OF X Project Title: Re ort No: 1 Cost Cat_egory Authorized**Budg~t**

Current Advance Balance (Ifany) Total Grant Expenditures This Period LESS Advance Recovered This Report (ifany) NET REIMBURSEMENTTO GRANTEE
Advance Balance Remaining (ifany) Quarterly Grant Expenditures This 

# "" Grant Number: 13-DC-000

From: 7/01/12 To: 7/31/12
Total Grant_EXp!!ndltures Date

Total Grant Award LESS Total Grant Expenditures to Date

LESS Unrecovered Advance Balance TOTAL Grant Funds Remaining .. Balance of Grant Funds

$25,000.00
.00

. Progr'ess

## Repg&~·()e~~~l.~.e**~~ti ~!~¥.,J,~~~-** **su~p~~ts** the

## ~~P,;fr9J~ures**d~rf!Pg t~~.~~~io_d** .. lfno

## ac~Mty**h~~: t~ken**  place

## P.leal\~,t~f;O.vide , 1 an

### expl~nation.**1~'"-·,·t** __

# [IY

___**anypr'~)jlems** y?u,_have experienced

### an~/or accomplishments this period. A.ttach additional

### pag~s If• .·· ··**necess~rv..** . Purchased windows for facility. No problems to i'ep·ort. SAMPLE DL FINANCIAl. REPORT #1

Grantee Certification: I certify that the above Information Is true and correct, and that expenditures have been made for the purpose of, and in accordance with, applicable grant agreementterms and conditions.

Authorized Signature Date
Name and Title Encumbrance No: Payment Amount: GA Approval:
DCCED Signature DCCEDSTAFFUSE;
.

Date

# ·.

## SAMPlE FINANCIAL REPO'RT 

## Designated Legislative Grant Financial/Progress Report Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs Grantee: CITY OF)( Grant Number: 13-DC-000 Project Title: Construct Multi-Purpose Facility Reporting Period: Report No: 2 Monthly Quarterly From: 8/01/12 To: 8/31/12

.Cost Category Authorized Budget Grant Expenditures
. Total Grant Expenditures Balance of Grant Funds This Period To Date Pro ect Funds $25,000.00 $6,500.00 $7,500.00 $17,500.00 Administration 0 0 0 0

--- ------'-----1--------------1---------------·- Total This Report $25,000.00 $6,500.00 $7,500.00
Current Advance Balance (ifany) Total Grant ExpendituresThis Period Total Grant Award LESS Advance Recovered This Report (if any) LESS Total Grant Expenditures to Date NET REIMBURSEMENT TO GRANTEE LESS Unrecovered Advance Balance
Advance Balance Remaining (ifany) TOTAL Grant Funds Remaining

· .

### Pro~ress**~~<~\9rt:·J)~scrlbe ~flivity** **t~at.** suppo.rts

### $he;~xp~n~ltures**d~rfl)gl~~·**peri(Jd. Ifn(J

### a?tivi~V~~as**tak~~ _pla~e** **~~t** .-an**expl~tnatlon,** Identify any problemsyou have**experlen~"'d** and/or**ac;c~rnpl.fshmentsthls** period. Attach additional necessary, • . L Ordered and received su lies; laborers completed window instaliation. 

### No problems to report. SAMPLE Dl FINANCIAL REPORT #Z

Grantee Certification: I certify that the above information is true and correct, and that expenditures have been made for the purpose of, and in accordance with, applicable grant agreement terms and conditions.

Authorized Signature Date

Name and Title Encumbrance No: Payment Amount: GAA proval:
DCCED Signature DCCED STAFFUSE: $17,500.00

Datet-----·----- 1 [



# ..

## Designated Legislative Grant Financial/Progress Report Department of Commerce, Community, and Economlc Development, Division of Community and Regional Affairs Grantee: Grant Number:

From: To: Authorized Budget Grant Expenditures Total Grant Expenditures to Date Balance ofGrant Funds

Administration Total This Report Current Advance Balance (If any) Total Grant Expenditures This Period Total Grant Award LESS Advance Recovered This Re LESS Total Grant to Date NET REIMBURSEMENT TO GRANTEE LESS Unrecovered Advance Balance Advance Balance Remaining (ifany) TOTAL Grant Funds Remaining

·Progr!i!SS Report: oe.scrlbe activitythat

### suppor~~,th~,~xpendlt~i'es during the period.lfno activity .has taken place

### pleas~ provide. an explanation. IdentifY any problems

### you**haJij"txp~rienced** and/or accomplishments thisperiod, Attach additional pages if·

. . . . . • . . . . . • • ·. . . . . ., • • . .**~I** . . ·. '
. necessary, .

Grantee Certification: I certify that the above information Is true and correct, and that expenditures have been made for the purpose of, and in accordance wlth, applicable grant agreement terms and conditions.

Authorized Signature Date
Name and Title DCCEDSTAFFUSE: ·· Encumbrance No: Payment Amount: GA Approval:
DCCED Signature Date

## I I 

# l I i I ' i

### ,., 

# * 

# STATE OF ALASKA ELECTRONIC PAYMENT AGREEMENT Fields designated with* (asterisks) are HEQUIREO 

### PAYEE INFORMATION

-;, TAX 10- SSN I EIN: Mail completed form to: Dept of Administration, Div of Finance PO Box 110204, Juneau, Alaska, 99811·0204 Or Fax to: (907) 465·3798

10 number lhat lies to the le al name below

CITY: *STATE: 

# * ZIP+4: CONTACT NAME: *PHONE: EMAIL: FAX:

----- _!__DtrYOU"AC-CEPT-PAYMENTS-BrCREDIT-cARD-?---EJ-yeg--ISj-..N....-0
___________ _ 

### BANKING INFORMATION 

## * DcHANGE DcANCEL

ARE YOU ADDING CHANGING OR CANCELING THIS AGREEMENT? 

# * FINANCIAL INSTITUTION NAME: 

# * NAME ON ACCOUNT: 9DIGIT ABA/ROUTING TRANSIT NUMBER RT 

# * ACCOUNT NUMBER: 

# D CHECKING
. IS THIS ACHECKING OR SAVINGS ACCOUNT? Please attach avoided check 

# D SAVINGS Attach RTN Verification 

# * 

# * IS THIS ACCOUNT PRIMARILY PERSONAL OR BUSINESS?



## . CJ1 PERSONAL • Payments are deposited separately with one addendum (remittance) record for each payment. -OR· - 

## 0 BUSINESS • PLEASE CHOOSE ONE OF THE BUSINESS ACCOUNT ADDENDA INFORMATION FORMAT OPTIONS BELOW: 

## * D Payments deposited separately with one addendum {remittance) record for each payment.



## D Payments combined into one deposit with multiple addenda (remittance) records for each payment in the deposit. (Used by large businesses expecting multiple daily payments). You will need to contact your bank to make arrangements to receive complete remittance information. NACHA Operating Rules requires yourbonking institution to provide you with addenda (remittance) information that the State includes on eachpayment. Any bankin cha eto receive thisinformation is the res onsibil' ofthe**~ccount** holder. 

### AGREEMENT AND AUTHORIZATION I hereby authorize the State of Alaska to satisfy payment obligations due me by making deposits to the account indicated above. I understand that receipt of the electronic fund transfer(s) will fulfill the**Statt~'s** payment obligation and the State will be credited for the full amount on the date the fund transfer is completed. I understand the State will make areasonable effort to notify me within 24 hours if a reversing entry Is made against this account. This authority is to remain in full force through the duration of this agreement. I understand that thirty (30) days written notice is required if I change financial institutions, account numbers or type of account. All correspondence with the state concerning this agreement or any changes to account information should be sent to the address at the top of this form. All terms remain in effect until this agreement is terminated by either party.



# * PRI/IITED NAME:

·It SIGNATURE: JOB TITLE: 

## * DATE: 

### For EDI Payment Inquiry and other electronic payment information, visit our website at:**http://fin.a~min.state.ak.us/aaovis/index.lsp** Revised 0310212009

# ..

### Instructions: DEPARTMENT OF COMMERCE, COMMUNITY, AND ECONOMICDEVELOPMENT DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

### GRANTS SECTION 

## REQUESTFORADVANCEPAYMENT (1) Fili in the Grantee, Grant Number, ProjectTitle, Grant Program, Amount Requested and Date. (2) Read the language below 

### (*) from Attachment B ofthe GrantAgreement. (3) Check the boxes to confirm that the advance is justified and that you have read and understood the conditions under which the advance 

### will be approved and recovered 

### by the Department. (4) Attach documentation of costs associated with the requested advance (i.e., price quotes or cost estimates, invoices, a spreadsheet outlining projected payroll, etc.) (5) Provide a briefnarrative explaining the proposed use ofthe advanced funds.
Grantee: Grant Number: ProjectTitle: Grant Program: Total Amount ofGrant: CurrentBalance: Amount Requested (*see below): Date: "'According to Attachment B of the Grant Agreement, the Department may advance to the Grantee an amount not to exceed a projected 30-day cash need, or 20% of the grant award, whichever is less. Before the Department will issue an advance, the Grantee must submit this completed form. All advances will be recovered with the next Financial/Progress Report form. Should earned payments during the terms ofthis Grant Agreement be insufficient to recover the full amount ofthe advance, the Grantee will repay the unrecovered amount to the Department when requested to do so by the Department, or at termination ofthe Grant Agreement. Under no circumstances will the Department authorize an advance unless all required reporting is current. 

## 0 The Grantee confirms·that the advance is necessary due to a lack of cash on hand to administer the grant on a cost-reimbursable basis
.

.

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· 

### 0 The Grantee understands the conditions under which the Department 

### will recover the advance. Explain how the advance will be used. Attach additional pages ifnecessary.

Grantee Certijlcatlom IcertifY that the above iliformation is true and correct, and that expenditures will be made for thepurpose of, andin accordance with, applicable grant agreement terms andconditions.
Signature Date
Name and Title 

### 9/2011 DCCED STAFF USE Encumbrance#: Payment Amount: ---------- GA Approval: DCCED Signature Date-------------- ------------- -------------' RETURN COMPLETED FORM TO: 

# State of Alaska Fax#: Attention: (To be complaled by State of Alaska) Phone# 

### Request for Taxpayer ID# and Information Department: 

### Substitute Form W-9 Address: Vendor#: The Internal Revenue Service requires the Slate ofAlaska to Issue 1099forms when payments to individuals, partnershlps orlimited liability companies for rents, services, prizes, and handise or madeto some types ofcorporations. awards meel or exceed $600.00 for theyear. An IRS Form 10991s not required when payments are speclftcallyfor mere ·Please provide the requested Information below to determine if aForm 1099 is required• •This Information must match the Information that you provide to the Internal Revenue Service forTax Reporting. • Federal Law reauires us to tEike backuo withholdina from future oavments made ifvou**fa~** to orovide the information re uested. INf)/VIDUAL INDIVIDUAL INDIVIDUAL LEGAL NAME: SSN:
________________ __ /NAME TAX 10 IS ASSIGNED TO AND USED FOR TAX REPORTING) ADDRESS: CITY: ______ST: ZIP+4:
___ _ (ADDRESS USED ON LEGAL AND TAX DOCUMENTS) REMITTANCE ADDRESS: CITY: (ADDRESS USED FOR WARRANT REMITTANCE IF DIFFERENT**----~..,......,,.....--ST:** ZIP+4: ---- FROM ABOVE) PHONE: FAX: EMAIL: BUSINESS BUSINESS BUSINESS ORGANIZATION PROVIDES: 

### D Product JMerchandise Dservlce 

### DBoth or 

### D Medical I Legal Services BUSINESS TYPE - Check the appropriate boxls: 

### D Sole Proprietor 

### D Partnership 

### D Limited Liability Company (LLC) 

### D Other: LEGAL NAME: 

### D D D 0 Corporation- General LegaiServlces Corporation Services Corporation t Corporation Medical Nonprofl (NAME TAX ID IS ASSIGNED TO AND USED FOR TAX REPORTING) BUSINESS NAME (If different from Legal Name): {DOING BUSINESS AS [DBAI NAME) TAX JD USED FOR TAX REPORTING: SSN or EIN**-~--r---:--~--** ADDRESS: CITY: ______ST: ZIP+4:
___ _ (ADDRESS USED ON LEGAL AND TAX DOCUMENTS) REMITTANCE ADDRESS: CITY: (ADDRESS USED FOR WARRANT REMITTANCE IF DIFFEREN**T:.-F""R""'O,..,.M.,...A-:-:8:-:0""'V~E'"'"l**__ST: -- ZIP+4: __ _ CONTACT NAME: PHONE: FAX: EMAIL: IF CHANGE OF BUSINESS TYPE I OWNERSHIP: DATE OF CHANGE: PREVIOUS OWNER I BUSINESS NAME: PREVIOUS TAX ID: REQUIRED INTERNAL REVENUE SERVICE SSTATEMENT The Internal Revenue SE!Nica does not require your consent to any provision ofthis documentother than the certiftcaUans required lo avoid backUp withholding. UnderpenaiUes ofperjury, lhe person signing this form cartifies that 1. The numbershown on this form Is the payee's correct taxpayer idenllficaUon number, and 2. The payee is nat subject lo backup withholding because: (a) the payee Is**e~empt**from backup wllhholding, or (h) thepayee has not been notified bythe IRS thatthe payee is subject to reno longersubjectto backupwithholding, and backup withholding as a .result ofafailure to report Interest or dividends, or (c) the IRS has noUfled the payee theya 3. The payee is aU.S. person (including aU.S. resident alien). Printed Name: 

### Title: Signature: 

### Date:

Revised ll/2006